Att K - Mandatory Requirements.docx

RFP 26-86494 Mandatory Requirements Attachment I

Mandatory Requirements indicate the minimum requirements that all Respondents must adhere to in order to be considered as a responsive Respondent. Failure to meet these requirements will be considered grounds for disqualification from further consideration.

Please indicate Attachment, letter or number if information is provided in other attachment.

· Ordering:

· At least a 46% discount on all products (hearing aids, assistive listening devices, domes/earmolds).

· Provide individual accounts per VRS Counselors or State Agencies, NOT one account to the State of Indiana

· DHHS is to approve any staff receiving a manufacture account.

· Able to accept orders via email, fax, on-line, or portal

· Ability to Ship hearing aids, assistive listening devices, and ear molds to different address from billing address.

· Keep billing and shipping addresses separate (NO INVOICE TO SHIPPING ADDRESS)

· Confirmation of order receipt and shipping

· In order to create enforceable timelines and no‑cost correction—reduces operational friction and cost leakage.

· Wrong Product RMA Process: Respondent shall (a) issue an RMA and prepaid return label within two (2) business days of notification; (b) ship the correct replacement within five (5) business days; and (c) ensure all corrective shipments are at no cost to the State, with no restocking or interest fees assessed.

· Device Requirements:

· All Hearing aid prices will include the ear apparatus (Ear Molds, domes, receivers, speakers)

· At least a two (2) year repair and one (1) year replacement warranty included in price of all devices.

· Support Services

· Staff Audiologist is available for consults

· Yearly training on specific devices

· Billing needs of Indiana VRS (please describe how each requirement will be met):

· All hearing aid devices or assistive listening devices with at least two-year repair warranty and a one-year replacement for loss/damage warranty

· Full refund will be applied to ninety (90) day return policy for hearing aids and devices

· Agree to a sixty (60) day return policy for ear molds, receivers, domes, etc.

· Waive all interest fees and/or restocking fees to FSSA for the distribution of hearing aids, assistive listening devices, or molds/receivers

· No Shipping or Handling fees.

· Hearing Aids, ear molds/receivers, and assistive listening devices should be shipped at the same time at no cost.

· Hearing aids must be received by the dispenser within two (2) weeks of receiving the ear impression at no cost for shipping.

· Hearing aids must be received by the dispenser within five (5) days of receiving non-ear mold orders at no cost for shipping.

· Agree to individual invoice sent within five (5) days of sending the hearing aids to the dispenser.

· VR participant hearing aids should be claimed through Indiana’s Claims Payment System.

· All others should be sent to the state agencies

· State Employee Hearing Aid Program invoices are sent to the dispenser.

· Describe in detail company’s on-line, e-mail, and Fax ordering capabilities to:

· Order equipment

· Track equipment

· Investigate and compare features

· Provide an e-mail confirmation to individual counselors or State Agency when order is received

· Provide an e-mail confirmation to individual counselor or State Agency when order is shipped

· Mechanism for ordering ear molds, domes, receivers or any apparatus needed to connect aid to ear

· Communication

· Describe in detail how the:

· The Point of Contact person should be able to respond to emails/phone calls within 48-72 hours to maintain effective communication.

· Billing/Accounting will communicate in regards for credit memos in a timely manner.

· Ordering person will immediately deal with the wrong product or wrong location being sent and ship the right devices.